Word Advanced

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Microsoft Office Word 2010 Advanced Courseware

Written by Kimberly McKay

Published by Velsoft Training Materials Inc. Courseware Release Version 3.0

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connectivity options in efforts to make collaboration and production as easy as possible. This Advanced level is intended to help users who are already proficient with Word become more familiar with adding various types of objects to their documents. If you are an instructor, gauge the comfort level your students have with using a computer; you may be able to skip over some easy components.

This manual will cover pictures, shapes, text boxes, WordArt, SmartArt, Building Blocks, Quick Parts, tables, and charts. By the end of this manual, users should be completely comfortable inserting and manipulating these objects.

This manual was created using Microsoft Office 2010 Professional Plus. Our test machine was a 64-bit computer running Windows 7 Business Professional. Any feature specific to Windows 7 in this manual will be marked as such.

Occasionally, this manual may reference where certain keys are on the keyboard (such as Insert, Home, or Page Up). The directions are given based on a standard desktop keyboard that contains a separate number pad. Laptop keyboards may be different or have combined keys.

Prerequisites

This manual presumes that the user has a basic knowledge of Windows, including concepts such as using the mouse and keyboard. It also presumes that the user has completed the Intermediate level of this course (or has equivalent knowledge) and is familiar with concepts such as saving files in various formats, using templates, working with sections, and performing basic and advanced text formatting.

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Section 1: Working with Pictures

In this section you will learn how to:

 Add a picture from a file  Add Clip Art and screenshots  Use the Picture Tools – Format tab  Use the mini toolbar for pictures  Perform basic editing tasks on pictures

 Resize, move, arrange, group, and ungroup pictures  Wrap text around pictures in different ways

 Change the picture’s position on the page  Crop pictures in different ways

 Rotate, flip, align, and distribute pictures  Sharpen and soften pictures

 Change the brightness, contrast, saturation, and tone of pictures  Recolor pictures

 Apply artistic effects and picture styles to images  Add borders and effects to pictures

 Edit the background of a photo  Use the Format Picture dialog  Compress pictures

 Change a picture while preserving the formatting  Reset pictures

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Lesson 1.1: Inserting Pictures

Welcome to the Microsoft Office Word 2010 courseware! In this advanced level, we’ll go above and beyond creating basic documents. You’ll learn many ways to present information and make your documents more appealing than ever.

To start out, we will look at different types of images that you can add to documents: pictures, Clip Art, and screenshots. We’ll also look at some contextual picture tools.

Inserting a Picture from a File

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You will then be prompted to locate and choose the file. Click a single file or hold Ctrl and click multiple files. Click Insert when you’re ready:

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The picture will then be added to your document and resized (if necessary) to fit the page. The Picture Tools – Format tab will also become available:

Inserting Clip Art

If you don’t have a picture on your computer to use, you can check the picture collections included with Microsoft Office. To start, click Insert – Clip Art:

To search for Clip Art, type what you’re looking for in the search box. (If you like, you can also choose what type of file you want.) Once you’re ready, click Go:

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You will then see images appear in the white part of the task pane. Once you’ve found the image you’re looking for, simply click to place your cursor where you want the image to go in the document. Then, right-click the image and click Insert:

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Adding a Screenshot

Word 2010 now offers the ability to add screenshots (pictures of things on your computer screen) to documents. To start, make sure that the window that you want to take a picture of is maximized. Then, bring up Microsoft Word, click Insert, choose Screenshot, and click the

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The image will then be inserted into your document at the position of your cursor:

You can now work with the screenshot as you would any other image.

Overview of the Picture Tools – Format Tab

You’ve seen that when you add any type of picture to your document, you will see the Picture Tools – Format tab:

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Let’s review its options. (Note that this topic is just an introduction to the commands. We’ll explore how to use most of the commands during this section.)

Adjust Group

The commands in this group allow you to modify the contents of the picture.

Opens the Background Removal tab, which provides tools to remove parts of the picture’s background. This is a very cool new feature that we will explore later on in this section.

Opens a menu with commands to sharpen or soften the picture, or change brightness and contrast. The Picture Corrections Options command at the bottom of the menu opens that tab of the Format Picture dialog.

Opens a menu with commands to adjust the saturation and tone of the image or recolor the picture. You can also make a particular color in the image transparent. The Picture Color Options command at the bottom of the menu opens that tab of the Format Picture dialog.

Opens a menu with thumbnails of artistic effects that can be applied to the photo. The Artistic Effects Options command at the bottom of the menu opens that tab of the Format Picture dialog.

Opens the Compress Pictures dialog, where you can set the target resolution in pixels per inch for the current photo or all photos.

Swap the current photo for another photo, preserving the size, location, and some formatting options.

Remove any formatting applied to the picture. Or, click the drop-down arrow to reset both formatting and size.

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Picture Styles Group

Use this group to apply a border to the photo.

Picture Styles Gallery Click a style to apply it. You can also navigate through the gallery with the up and down arrows, or expand the gallery with the More arrow.

Click the Picture Border command to apply the color shown to the outline of the border. Or, click the drop-down arrow to choose a different color. You can also set the border weight and type with the drop-down menu.

This button opens a menu of effects. You can choose a preset effect or customize various types of effects, including

shadows, reflections, glows, soft edges, bevels, and 3-D rotations. (Some types of effects will cancel other effects.) Change the picture’s layout to a SmartArt diagram. (We’ll look at SmartArt later on.)

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Arrange Group

This group will help you place the photo in the document and lay out pictures. Change the position of the picture on the page.

Change how text interacts with the picture.

Click this button to bring the picture forward one level in a pile. Click the drop-down arrow to bring the picture to the top level (Bring to Front). Click this button to send the picture backwards one level in a pile. Click the drop-down arrow to bring the picture to the bottom level (Send to Back). Toggle the Selection Pane on or off.

Opens a menu with alignment and distribution commands and options, as well as grid settings.

Group, ungroup, or regroup pictures.

View rotation and flipping commands. The menu also has a command to set advanced rotation options via the Format Picture dialog.

Size Group

These commands will allow you to change the size of the picture.

Click the Crop command to view cropping handles on your photo. Or, click the drop-down arrow to perform advanced cropping.

Enter an exact dimension for the height of the picture, or use the up or down arrows to nudge the picture size in that direction.

Enter an exact dimension for the width of the picture, or use the up or down arrows to nudge the picture size in that direction.

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Overview of the Pictures Mini Toolbar

Another handy tool is the mini toolbar for photos, which will appear if you right-click a photo:

As you can see, the mini toolbar provides quick access to common picture commands. There are more options on the right-click menu:

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Working with Images

Here are some additional tips for working with photos:

 Pictures can be cut, copied, and pasted just like regular text.  Pictures can also be dragged and dropped like regular text.

 Click a picture to select it. Hold the Ctrl key and click multiple pictures to select them as a group.

 Use the Select Objects command on the Home tab to make selecting images easier.  You can use the Format Painter to copy formatting from one image to another.

 Deleting a photo is the same as deleting text: click it to select it and press the Backspace key.

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Lesson 1.2: Editing Pictures

Now that we know how to add different types of pictures, we’re going to learn how to edit them once they’re in your document. In this lesson, we’ll cover the basics, including resizing, moving, and arranging pictures; using grouping tools; and setting position and text wrapping options.

Resizing Pictures

To resize a picture, first click it to select it. Then, click and drag any of the handles to resize the photo in that direction:

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As you drag the handles, you will see the photo become larger or smaller, depending on the direction that you drag in:

Square handles resize the shape in one direction; round handles resize the shape in two directions.

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Moving Pictures

To change a picture’s location on the page, click it to select it. Then, drag and drop it to its new home:

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Changing Text Wrapping

The way that a picture interacts with the text around it is controlled by text wrapping options. To change text wrapping, select the picture and click Picture Tools - Format – Wrap Text:

You can see that each option shows a small preview of what the image and text will look like with the icon.

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The current text wrapping method will be highlighted, and new options will be previewed as you mouse over them:

Note that all styles except In Line with Text allow you to drag the image wherever you want on the page.

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Changing Picture Position on the Page

You can also use the Position menu to choose how to place the picture on the page and have Word automatically set text wrapping. Once again, the icon next to each command will show you how that command works, and you will see a preview as you mouse over each option:

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The More Layout Options command will open the Position tab of the Layout dialog:

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Arranging Pictures

Microsoft Word offers several commands to help you position pictures (and other objects) just the way you want. Take a look at this example:

If we want the penguin to go behind the jellyfish, we can click the red arrow and click Send Backward on the Picture Tools – Format tab:

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Here is the result:

If we wanted to send the penguins behind both pictures (in other words, all the way to the back of the pile), we could have clicked the drop-down arrow and clicked Send to Back:

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The result would look like this:

Conversely, you can also ask Word to bring pictures forward. For example, we can move our penguins to the middle of the pile with the Bring Forward command, or we can bring it back to its original position on the top of the pile with the Bring to Front command. (This option is accessible by clicking the drop-down arrow on the Bring Forward button.)

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Grouping and Ungrouping Pictures

Once you have your pictures arranged just the way you want them, you can group them so that you can move them as a single unit. This can be a real time-saver! (Note that you cannot group pictures that use In Line with Text wrapping.)

To start, select the pictures to group by dragging a box around them or by holding Ctrl and clicking each picture:

Then, click Group – Group on the Picture Tools – Format tab or right-click the pictures and choose Group – Group:

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The pictures can now be manipulated as one:

If you want to edit an individual picture, use the Ungroup command on the Picture Tools – Format tab or the right-click menu:

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Lesson 1.3: Doing More with Pictures

Now that we have a handle on how to insert pictures and perform basic editing tasks, we’ll learn how to perform some more advanced editing tasks. Our topics in this lesson will include cropping, aligning, distributing, rotating, and flipping pictures.

Cropping Pictures

Word provides tools to remove areas of your photo. To start, click the picture to select it. Then click Picture Tools – Crop:

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Click and drag these handles to remove part of the photo, like this:

Advanced Cropping Tools

If you click the drop-down arrow on the Crop command on the Picture Tools – Format tab, you will see advanced cropping options:

These options are new for Word 2010. Let’s look at each of them. The first option is for simple cropping, which we just looked at.

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Here, we have cropped the tulips into a diamond shape:

The next command is Aspect Ratio, which allows you to crop a picture for a particular height/width ratio:

The last two commands are Fill and Fit. Fill will resize a picture so that the original area is filled, while Fit will fit all picture content inside the cropped area. Aspect ratio will always be

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Rotating Pictures

To rotate a picture, click and drag the green handle:

Or, select a picture and use the Rotate options on the Picture Tools – Format tab or the mini toolbar:

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The More Rotation Options command will open the Layout dialog to the Size tab:

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Aligning and Distributing Pictures

To align pictures to each other, first select the objects and then click the Align icon on the Picture Tools – Format tab. Now, ensure Align Selected Objects is checked:

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To align the pictures respective to the page, ensure that either the Align to Page or Align to Margin option in the Align menu is checked. (You only need to have one picture selected for this command to appear.) Now you can choose any of the Align options, which will place the picture(s) in the correct alignment relevant to the page or margin.

You can also choose either of the Distribute options, which will space the pictures out evenly across the page either horizontally or vertically.

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Lesson 1.4: Formatting Pictures

In this lesson we’ll explore one of the major improvements to Word 2010: artistic picture tools. We’ll learn how to touch up pictures, apply cool effects, change a picture’s style, and even modify a picture’s background. We guarantee you’ll have a lot of fun!

Correcting Pictures

The first command that we will explore is the Corrections menu in the Adjust group of the Picture Tools – Format tab:

Here, you can choose from a variety of presets to sharpen or soften the picture, and to adjust the brightness and contrast. The current presets will be highlighted, as shown above.

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To manually set options for each of these categories, click the Picture Corrections Options command at the bottom of the menu. This will open the Picture Corrections tab of the Format Picture dialog:

Notice that you can choose a preset for each category or use the slider to set each option. There is also a Reset command that will become available after you make changes.

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Recoloring Pictures

Next, let’s look at the Color menu, also found in the Adjust group of the Picture Tools – Format tab:

Once again, we have several categories of presets: Color Saturation, Color Tone, and Recolor. You can click any of the presets to apply them; the current presets are highlighted in orange.

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To recolor the picture with a color not shown here, click More Variations and choose a color:

Notice that the swatches will depend on the currently selected theme.

The next option in the Color menu, Set Transparent Color, will allow you to mark a color to be made transparent for the whole image. Here, we have clicked the Set Transparent Color command and are selecting a shade of green to be made transparent:

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Here are the results:

Finally, you can click the Picture Color Options command at the bottom of the menu to open that area of the Format Picture dialog:

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Applying Artistic Effects

Finally, the Artistic Effects menu will show you some presets for adding an artistic flair to your picture:

Just click a preset to apply it. Or, click the Artistic Effects Options command at the bottom of the menu to open that area of the Format Picture dialog:

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Here, you will be able to set different options for each effect, or reset the effect to its default appearance.

Applying Picture Styles

Next, we’re going to look at how to stylize your pictures. The easiest way is to use the preset styles on the Picture Tools – Format tab. Just click a picture and click a thumbnail to apply it:

You can also use the up and down arrows to navigate through the gallery, or click the More arrow to view all styles:

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Formatting Pictures Manually

To apply a custom border, click the Picture Border command to apply the border shown, or click the drop-down arrow for more options:

From top to bottom, your choices are:  A grid of theme colors

 A row of standard colors  No outline

 More Outline Colors, which will open a color palette allowing you to create a custom color

 Weight, which will allow you to choose how thick or thin the line is

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You can also click Picture Effects to choose a preset effect or choose various types of effects, including shadows, reflections, glows, soft edges, bevels, and 3-D rotations. (Some types of effects will cancel other effects.)

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We’ll discuss SmartArt later on in this manual, but as you can see, it provides diagram templates that are easy to customize and format.

Editing the Picture’s Background

Word also features some powerful new background removal tools. To start, select a picture, click the Picture Tools – Format tab, and click Remove Background:

This will highlight the background area to be removed in pink and open the Background Removal tab:

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You can accept Word’s default assessment of what to remove, or you can click Mark Areas to Keep/Mark Areas to Remove and paint the picture:

(Note the Delete Mark command. This acts like as an eraser so that you can remove marks that you have placed.)

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Once you have finished, click the Keep Changes command. (Of course, if you have changed your mind, you can Discard All Changes too!)

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Lesson 1.5: Managing Pictures

Believe it or not, we haven’t seen everything that Word can do with pictures! This lesson will focus on commands that you can use to manage picture files: compress, swap, reset, and export. We’ll also look at Word’s one-stop shop for picture settings: the Format Picture dialog.

Using the Format Picture Dialog

There are several ways to open the Format Picture dialog. The option button on the Picture Styles group on the Picture Tools – Format tab will open it, as will many of the menus. You can even right-click a picture and click Format Picture:

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Let’s review each category of options.

Fill Choose fill settings for transparent areas of your picture. (Remember, the options below the radio buttons will change depending on the type of fill selected.)

Line Color Choose the color of your picture’s border. (Remember, the options below the radio buttons will change depending on the type of outline selected.)

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Line Style Choose the style of your picture’s outline.

Shadow Control all aspects of your picture’s shadow.

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Glow and Soft Edges Configure a glow effect or soften the edges of your picture.

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3-D Rotation Create a custom 3-D rotation.

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Picture Color Change the saturation, tone, or color scheme of pictures.

Artistic Effects Apply and customize special effects.

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Text Box Options will be unavailable.

Alt Text Specify alternative text for people with disabilities.

When you have finished, click Close to apply your settings.

Compressing Pictures

Next, let’s look at our first picture management command: Compress Pictures. You’ll find this command in the Adjust group of the Picture Tools – Format tab:

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When you click this command, you will see the following dialog:

The first option indicates that these options will apply only to this picture; uncheck it if you want these settings to apply to all photos in the document. The second option allows Word to delete cropped areas of pictures. (If you’re done editing a picture, this is a good way to trim down the size of a file.)

Then, you have options to set the resolution of your pictures in dots per inch (dpi):

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Changing the Picture

The next command that we will look at is Change Picture, also available in the Adjust group of the Picture Tools – Format tab:

This command lets you swap out one picture for other, but will preserve the size and location of the original picture, as well as some formatting options.

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We now have a new picture that is the same size and in the same location as the old picture.

Resetting the Picture

Next, let’s look at the Reset Picture command:

By default, the Reset Picture command (the button itself and the first command in the menu) only resets formatting changes. However, you can also choose to reset the picture and its size with the second command in the menu.

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Exporting Pictures

If you have made a lot of formatting changes to a picture and you want to use it outside of Word, you can easily do so. Simply right-click a picture and click Save as Picture:

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Section 1: Review Questions

1. Picture editing tools are often found…

A. On the Picture Tools – Format tab

B. On a picture’s right-click menu

C. On the mini toolbar for pictures

D. All of the above

2. What is the difference between square and round resize handles?

A. Square handles maintain the aspect ratio; round handles do not

B. Square handles resize the shape in one direction; round handles resize the shape in two directions

C. Square handles appear on Clip Art while round handles appear for pictures and screenshots

D. There is no difference

3. The Corrections menu on the Picture Tools – Format tab contains commands to… (Select all that apply)

A. Sharpen and soften photos

B. Change the saturation level of photos

C. Adjust the brightness and contrast of pictures

D. Recolor pictures

4. The green circle handle on a picture will…

A. Delete it

B. Resize it

C. Rotate it

D. Skew it

5. You are trying to move an image to a blank area of the page but cannot. Why might this happen?

A. The picture has been cropped

B. The picture has a border applied

C. The picture uses In Line with Text wrapping

D. Any of the above could be the cause

6. Which option cannot be found in the Format Picture dialog?

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7. You have spent a lot of time editing and formatting a picture in Word. You would like to send it to a colleague without sending them the document. What is the best way to do this?

A. Copy and paste the picture

B. Save the picture as a file and e-mail it to the colleague

C. Put the picture in a new document and send them that

D. Images created in Word cannot be used outside of the program

8. Grouping two pictures will...

A. Allow the two images to be moved and resized as one

B. Apply the same alignment to both

C. Apply the same formatting to both

D. Save them outside of Word

9. You want to take a screenshot of a Web site and put it in your document. What is your first step?

A. Maximize Microsoft Word

B. Maximize the window that you want to take a picture of

C. Click Insert – Screenshot

D. Click Set Image Area on the Picture Tools – Format tab

10. Consider the following example. Which command would we use to put the pink heart on top of the pile?

A. Send to Back

B. Send Backward

C. Bring Forward

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Section 2: Working with Shapes

 Draw, resize, move, edit, and delete shapes  Use the Drawing Tools – Format tab

 Format shapes with styles and by hand

 Arrange, group, ungroup, align, distribute, rotate, and flip shapes  Add text to shapes

 Format text inside shapes with styles and by hand  Use the Transform command

 Use guidelines and grids

 Use the Format Shape and Format Text Effects dialogs  Use the Selection Pane

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Lesson 2.1: Drawing Shapes

In this lesson, we’ll learn all about adding shapes to your document. To start, we’ll draw a shape and explore the Drawing Tools – Format tab. Then, we’ll look at formatting, moving, and

resizing shapes.

Adding and Deleting Shapes

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Then, click and drag in the document to create the shape:

You can also single-click to create a shape of default size.

When you release your cursor, the shape will be selected and the Drawing Tools – Format tab will be accessible:

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Using the Drawing Tools – Format Tab

Let’s take a moment to explore the Drawing Tools – Format tab, since it contains all the commands that we will need to work with shapes:

This topic is just an introduction to the commands. We’ll explore how to use each command during this section.

Insert Shapes Group

The first group has three components:

Shapes Gallery Click a shape. Then, click and drag in the document to draw the shape.

You can use the up or down arrows to navigate through the gallery, or use the More arrow to expand the gallery.

Change the shape or edit its individual points. Draw a text box.

Shape Styles Group

Our next group allows you to control the appearance of the shape.

Shape Styles Gallery Click a thumbnail to apply that style to the shape.

Use the up or down arrows to navigate through the gallery, or use the More arrow to expand the gallery.

Click the bucket icon to apply the color shown as the fill of the shape. Or, click the drop-down arrow to choose a

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This button opens a menu of effects. You can choose a preset effect or choose various types of effects, including shadows, reflections, glows, soft edges, bevels, and 3-D rotations. (Some types of effects will cancel other effects.)

Option Button Open the Fill tab of the Format Shape dialog.

WordArt Styles Group

This group is very similar to the Shape Styles group. It allows you to customize the text in the shape.

WordArt Styles Gallery Click a thumbnail to apply that style to the text in the shape. Use the up or down arrows to navigate through the gallery, or use the More arrow to expand the gallery. .

Click the “A” icon to apply the color shown as the fill of the text. Or, click the drop-down arrow to choose a different color, or a picture, gradient, or texture.

Click the pencil icon to apply the color shown to the outline of the text. Or, click the drop-down arrow to choose a different color. You can also set the outline weight and type with the drop-down menu.

This button opens a menu of effects. You can choose a preset effect or choose various types of effects, including shadows, reflections, glows, bevels, 3-D rotations, and transformations. (Some types of effects will cancel other effects.)

Option Button Open the Format Text Effects dialog.

Text Group

The next group lets us control different aspects of text in text boxes.

Change the direction of text and open the Text Direction dialog. Change the vertical alignment of text.

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Arrange Group

The fifth group allows us to arrange shapes and objects.

Click this button to bring the shape forward one level in a pile. Click the drop-down arrow to bring the shape to the top level (Bring to Front). Click this button to send the shape backwards one level in a pile. Click the drop-down arrow to bring the shape to the bottom level (Send to Back). Toggle the Selection Pane on or off.

Opens a menu with alignment and distribution commands and options, as well as grid settings.

Group, ungroup, or regroup shapes.

View rotation and flipping commands. Also has a command to set advanced rotation options.

Size Group

The last group lets us enter specific dimensions for the height and width of the shape. Enter an exact dimension for the height of the shape, or use the up or down arrows to nudge the shape size in that direction.

Enter an exact dimension for the width of the shape, or use the up or down arrows to nudge the shape size in that direction.

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Formatting Shapes with Styles

To apply a style to a shape, ensure it is selected. Then, click a thumbnail in the Shape Styles gallery. You will see a preview as you mouse over each thumbnail:

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You can also use the More arrow to expand the gallery and view all styles:

The styles available will depend on the theme currently selected. Likewise, the appearance of the shape will change if it is formatted with a style and you change the theme.

Formatting Shapes Manually

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First, let’s look at the Shape Fill command. You can click the bucket icon to fill the shape with the color shown, or you can click the drop-down arrow to choose a new color:

From top to bottom, your options are:  A grid of theme colors

 A row of standard colors  No Fill

 More Fill Colors, which will open a color palette allowing you to choose any color

 Picture, which will allow you to choose a photo from your computer as the background

 Gradient, which will open a menu showing various gradients, plus a command to open the Fill tab of the Format Shape dialog (where you can create a custom gradient)

 Texture, which will open a menu showing various textures, plus a command to open the Fill tab of the Format Shape dialog (where you can create a custom texture)

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The next menu is Shape Outline. Just like the Shape Fill menu, you can click the pencil icon to outline the shape with the color shown, or you can click the drop-down arrow to choose a new color and to choose the style of the outline:

From top to bottom, your options are:  A grid of theme colors

 A row of standard colors  No outline

 More Outline Colors, which will open a color palette allowing you to choose any color

 Weight, which will open a menu allowing you to choose the thickness of the line in pixels, plus a command to open the Line Style tab of the Format Shape dialog (where you can create a custom line)

 Dashes, which will open a menu allowing you to choose a dashed style for the line, plus a command to open the Line Style tab of the Format Shape dialog

 Arrows, which will open a menu allowing you to apply various arrow styles to the line, plus a command to open the Line Style tab of the Format Shape dialog

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Finally, we have the Shape Effects menu. Here you can choose a preset effect or various types of effects, including shadows, reflections, glows, soft edges, bevels, and 3-D rotations. (Some types of effects will cancel other effects.)

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Resizing Shapes

You can resize shapes the same way as any other object. Take a look at this arrow shape:

To resize the shape, we can click and drag any of the white handles to resize the shape in that direction:

Square handles resize the shape in one direction; round handles resize the shape in two directions.

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Some shapes will also have a yellow diamond. Click and drag it to skew parts of the image:

Moving Shapes

To move the shape, click and drag it to its new location:

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Lesson 2.2: Working with Shapes

Now that we have a handle on how to create shapes and perform basic editing tasks, we’ll learn how to perform some more advanced tasks. Our topics in this lesson will include editing,

arranging, grouping, ungrouping, aligning, distributing, rotating, and flipping shapes.

Editing Shapes

There are a few commands that you can use to edit existing shapes. Here we have created and formatted a triangle:

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To change the shape of the triangle, select it, click the Drawing Tools – Format tab, click the Edit Shape command ( ), and click Edit Points:

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Small black handles will now appear on each point of the triangle. You can click and drag these handles to change the appearance of the shape:

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To change the shape entirely, click Drawing Tools – Edit Shape – Change Shape, and choose the new shape:

This is a useful command if you have formatted and edited the shape just the way that you want, as it preserves shape formatting and size:

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Arranging Shapes

Word offers several commands to help you position shapes just the way you want. Take a look at this example:

If we want the red arrow to go behind the purple star, we can click the red arrow and click Send Backward on the Drawing Tools – Format tab:

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Here is the result:

If we wanted to send the shape all the way to the back of the pile, we could have clicked the drop-down arrow and clicked Send to Back:

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The result would look like this:

Conversely, you can also ask Word to bring shapes forward. For example, we can move our red arrow to the middle of the pile with the Bring Forward command, or we can bring it back to its original position on the top of the pile with the Bring to Front command. (This option is

accessible by clicking the drop-down arrow on the Bring Forward button.)

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Grouping and Ungrouping Shapes

Once you have your shapes arranged just the way you want them, you can group them so that you can move them as a single unit. This can be a real time-saver!

To start, select the shapes to group by holding Ctrl and clicking each shape:

Then, click Group – Group on the Drawing Tools – Format tab or right-click the shapes and choose Group – Group:

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If you want to edit an individual shape, use the Ungroup command on the Drawing Tools – Format tab or the right-click menu:

Drawing Tools – Format tab Right-Click Menu

To restore the group, select all shapes and perform the Group command again, or just click one shape and click Regroup (located in the Group menu on the Drawing Tools – Format tab).

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Aligning and Distributing Shapes

Word also offers some ways to help you line up your objects with each other or with the page. To align shapes to each other using the menu commands, first select the objects and then click Align on the Drawing Tools – Format tab. Now, ensure Align Selected Objects is checked:

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These commands will align the left, center, right, top, middle, or bottom points of the objects. To align the shapes respective to the page, ensure that Align to Page or Align to Margin in the Align menu on the Drawing tab is checked (depending on how you want the objects aligned). (You only need to have one object selected for this command to appear.)

Now you can choose any of the Align options, which will place the shape(s) in the correct alignment relevant to the page.

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You can also choose either of the Distribute options, which will space the shapes out evenly across the page either horizontally or vertically:

Rotating and Flipping Shapes

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Or, select a shape and use the Rotate options on the Drawing Tools – Format tab:

You can also see options here to flip the shape vertically or horizontally. You can also click More Rotation Options to open the Format Shape dialog to the Size tab:

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Lesson 2.3: Working with Text and Shapes

So far, we’ve learned the basics of adding shapes to your document. In this lesson, we’ll learn how to use text with shapes to make a big impact.

Adding Text to Shapes

To add text to a shape, right-click the shape and click Add Text or Edit Text:

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Then a cursor will appear inside the shape. Type your text:

You can click the text at any time after adding it to make changes or format it.

Formatting Text with Styles

Word provides some pre-formatted styles that you can format shape text with. First, select the text. Then, click a thumbnail in the WordArt Styles group:

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Remember, you can use the up or down arrows to navigate through the gallery:

Or, use the More arrow to expand the gallery and view all styles:

Remember, the appearance of the text will change if it is formatted with a style and you change the document’s theme.

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Formatting Text Manually

To choose effects manually, use the Text Fill, Text Outline, and Text Effects commands to the right of the WordArt Styles gallery:

Like other commands, you can click the icon to apply the settings shown, or click the arrow to view a menu of choices.

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You can also use the commands on the Font and Paragraph groups of the Home tab to format text in shapes:

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Using the Transform Command

We’d like to point out a particular command in the Effects menu: Transform. This command will change the path that text follows. Since transforms always apply to all text in a shape, just click to place your cursor inside the text that you want to change. Then, click Drawing Tools – Text Effects – Transform:

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Now choose the transformation to apply. You will see a preview applied to your text as you mouse over each choice:

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Lesson 2.4: Advanced Shape Tasks

Now that we have a handle on how to create shapes, edit them, add text, and perform basic formatting tasks, we’ll learn how to use some advanced tools. Our topics in this lesson will include using grids and guidelines, the Format Shape dialog, the Format Text Effects dialog, and the Selection Pane.

Using Guidelines and Grids

If you need help precisely aligning shapes in your document, you might be interested in the grid and guideline options available. You can find these two commands in the Align menu:

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The second option, Grid Settings, opens the Drawing Grid dialog:

This dialog allows you to customize snap settings (which automatically aligns objects when they are within a certain range of other objects) and various aspects of the grid. You can also click Set As Default to make this grid the default for all documents.

Using the Format Shape Dialog

Let’s take a closer look at the Format Shape dialog. The easiest way to open it is by clicking the option button in the Shape Styles group of the Drawing Tools – Format tab:

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Let’s review its options.

Fill Choose fill settings for your shape.

The options below the radio buttons (circled in red) will change depending on the fill type selected.

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Line Style Choose the style of your shape’s outline.

Shadow Control all aspects of your shape’s shadow.

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Glow and Soft Edges Configure a glow effect or soften the edges of your shape.

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3-D Rotation Create a custom 3-D rotation.

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Picture Color Here you can change the saturation, tone, or color scheme of photo fills.

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Crop If a picture is being used as the fill, you can use these options to change the picture’s position and to crop it.

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Alt Text Here you can specify alternative text for people with disabilities.

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Using the Format Text Effects Dialog

To open the Format Text Effects dialog, click the option button in the WordArt Styles group:

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Let’s review the options.

Text Fill Choose fill settings for your text.

Text Outline Choose the color of your text’s outline.

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Shadow Control all aspects of your text’s shadow.

Reflection Control all aspects of your text’s reflection.

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3-D Format Create a custom 3-D effect.

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Text Box Modify the alignment and direction of text, control AutoFit settings, change margins, and format text as columns.

When you have finished, click Close to apply your settings.

Using the Selection Pane

You can toggle the Selection Pane on or off with the Selection Pane command in the Arrange group of the Drawing Tools – Format tab:

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Have a look at this example:

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You can click this icon to hide the object. If there is no eye in the box, click the icon to show the object:

Also note the Show All and Hide All commands at the bottom of the pane. You can also click the object to select it, or double-click the name to rename it:

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At the bottom of the pane, you can use the arrows to re-order shapes in the same way that we used the Bring to Front command (up arrow) and the Send to Back command (down arrow):

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Section 2: Review Questions

1. To create a default-sized shape, you would…

A. Draw the shape and then use the AutoSize command on the Drawing Tools – Format tab

B. Save your document as a Word 2003 file and then create the shape

C. Single-click in the document instead of clicking and dragging to draw the shape

D. Create a drawing canvas first

2. A shape’s green circle handle will…

A. Rotate it

B. Resize it

C. Skew it

D. Delete it

3. A shape’s yellow diamond handle will…

A. Rotate it

B. Resize it

C. Skew it

D. Delete it

4. The Change Shape command will preserve what aspects of a shape?

A. Formatting

B. Size

C. Location

D. All of the above

5. To create a copy of a shape, you can hold the _____ key while you are dragging it.

A. Alt

B. Ctrl

C. Shift

D. Enter

6. The Transform command…

A. Changes the path that text follows

B. Changes the theme applied to the selected shapes

C. Applies the same formatting to all shapes

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7. The Distribute commands will…

A. Make all shapes the same size

B. Create a pattern of shapes on a page

C. Align shapes

D. Space the shapes out evenly across the page

8. You can show or hide the Selection Pane from which tab?

A. Home

B. View

C. Drawing Tools – Format

D. All of the above

9. Which of the following items is not a category in the Format Text Effects dialog?

A. Text Fill

B. Text Effects

C. Reflection

D. Text Box

10. Which of the following tools can be used to format shape text?

A. WordArt Styles

B. Text fill, outline, and/or effects menus

C. Home tab tools

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Section 3: Working with Advanced Graphics and Objects

 Insert pre-defined text boxes  Draw text boxes

 Edit, format, and link text boxes  Insert, edit, and format WordArt  Add SmartArt

 Add text and pictures to SmartArt  Resize, move, and delete a diagram  Use the SmartArt Tools tabs

 Change a diagram’s layout, color scheme, and/or effects scheme  Reset SmartArt

 Add a watermark to a document  Create and save custom watermarks  Insert, add, and manage Quick Parts  Use the Building Blocks Organizer

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Lesson 3.1: Inserting Text Boxes

Text boxes are a great tool for laying out documents. They are much like shapes in that they can be formatted and customized. However, there are many other tools available to help you manage large amounts of text. In this lesson we’ll learn all about how to insert, draw, format, edit, and link text boxes.

Inserting a Pre-Defined Text Box

Microsoft Office Word 2010 includes a number of pre-defined text boxes. To add one of these to your document, click the Insert tab, click Text Box, and choose the type of box that you want:

Note that you can scroll up or down to view the entire list. The options shown will depend on the theme that is currently selected.

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Once you have found a box that you like, click it. This will insert the text box into your document:

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Drawing a Text Box

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Your cursor will turn into a crosshair; simply click and drag to create the text box.

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Common Text Box Editing Tasks

Text boxes are a lot like other Word shapes in that there are many things that you can do with them. Let’s look at a few of the most common tasks.

To move a text box, first click it to select it. Then, drag it to place it wherever you want:

To resize a text box, select it, place your cursor over any of the blue handles, and click and drag:

Remember, square handles will resize the box in one dimension, while round handles will resize the box in two dimensions.

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To rotate a text box, click it to select it, and then drag the green handle:

To delete the box, click it to select it and then press Delete on your keyboard.

Formatting Text Boxes

You can use the Shape Styles and WordArt styles groups on the Drawing Tools – Format tab to change the appearance of the text box and its contents just as you would a shape:

You can even use the tools on the Home tab to change the formatting of the contents of the text box.

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Last but not least, you can use the Change Shape command to make your text box a shape other than a rectangle:

Linking Text Boxes

If you’re creating a story type of document (such as a newsletter), you can create multiple text boxes and link them. This way, when there is too much text for one text box, it will overflow into the other box.

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To link text boxes, click the first box and click the Create Link button on the Drawing Tools – Format tab:

Notice how there is too much text in the first text box to be displayed. Also notice the detailed Screen Tip that appears when you hover over the Create Link button.

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To break the link, select one of the boxes and click the Break Link command on the Text Box Tools tab. Note the warning that states all text will be placed in the selected text box:

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Lesson 3.2: Inserting WordArt

WordArt is a great tool that turns regular text into art! In this lesson, we’ll look at inserting WordArt, editing WordArt text, using WordArt styles, and formatting WordArt.

Inserting WordArt

If you want to insert specialized text without the shape, click Insert – WordArt and choose a style:

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Common WordArt Editing Tasks

WordArt is a lot like other Word shapes in that there are many things that you can do with them. Let’s look at a few of the most common tasks.

To move WordArt, first click it to select it. Then, drag it to place it wherever you want:

To resize WordArt, select it, place your cursor over any of the blue handles, and click and drag:

Remember, square handles will resize the box in one dimension while round handles will resize the box in two dimensions.

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To rotate WordArt, click it to select it, and then drag the green handle:

To edit the text, just click inside the WordArt and type:

To delete WordArt, click it to select it and then press Backspace on your keyboard.

Adding an Outer Border to WordArt

You can use the commands in the Shape Styles group of the Drawing Tools – Format tab to add a fill, outline, and/or effects scheme to the outer border of the WordArt:

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Formatting WordArt with Styles

You can change the appearance of WordArt with the WordArt Styles group on the Drawing Tools – Format tab:

The easiest method is to click a style in the gallery (circled in the image above). You can use the arrows to navigate through the styles or click the More arrow to see all styles:

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Like other commands, you can click the icon to apply the settings shown, or click the arrow to view a menu of choices.

Text Fill Text Outline Text Effects

You can also use the commands on the Font and Paragraph groups of the Home tab to format WordArt text.

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Lesson 3.3: Creating SmartArt

Our next two lessons will focus on SmartArt. SmartArt is Microsoft’s intelligent way of adding diagrams to your Office documents! In this lesson, we’ll cover the basics of SmartArt: how to add, move, resize, and delete it; how to add photos and text to it; and how to use its two contextual tabs.

Adding SmartArt

To add SmartArt to a document, click Insert – SmartArt:

Then, choose the category of diagram that you want to insert, and then click the thumbnail for the specific diagram to add:

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Adding Text

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Word will adjust the size of the text as you add more information.

If you prefer, you can also add text with the Text Pane. To toggle it on (or off), click the arrows on the side of the diagram or use the Text Pane command on the SmartArt Tools – Design tab:

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You can then enter text in a simple bullet format:

In the Text Pane, you can press Tab to move text down a level or Shift + Tab to move text up a level. You can also use the commands in the Create Graphic group of the SmartArt Tools – Design tab to add shapes, add bullets to the information in shapes, and move text and shapes around:

Note that different diagrams support different numbers of shapes and sub-shapes; Word will let you know if you exceed the supported amount.

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Adding Photos

Some graphics, like the example we’re using here, offer the option to include pictures. Just click the picture icon to add a photo:

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(Note that you can only choose pictures from a file, not Clip Art.) Word will then insert the picture in the proper size and format:

You can then format the image using the tools that we learned about earlier.

Moving, Resizing, and Deleting SmartArt

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To resize it, click and drag one of the dotted handles:

To delete it, click the outer border to select the entire diagram and press Backspace on your keyboard.

About the SmartArt Tools Tabs

Before we go any further, let’s take a look at the two SmartArt Tools tabs. (This is just a quick overview of the tabs to help you find commands if you need them. We’ll cover most of these commands in more depth in this lesson and in the next lesson.)

The first tab is Design:

It has the following groups:

 Create Graphic: Contains commands to modify the shapes and information in the graphic.

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The second tab is Format:

This should look familiar! It has the following groups:

 Shapes: Edit the shape in 2D (only available if this is a 3D graphic), change the selected shape, or make the shape slightly larger or smaller.

 Shape Styles: Choose a style for the selected shape, or manually format the fill, outline, and effects.

 WordArt Styles: Choose a style for the selected text, or manually format the fill, outline, and effects.

 Arrange: Send the current component forward or backward in the stack; align, rotate, or group the component; or view the Selection Pane.

Word Advanced

Table of Contents

Prerequisites

Section 1: Working with Pictures

Lesson 1.1: Inserting Pictures

Lesson 1.2: Editing Pictures

Lesson 1.3: Doing More with Pictures

Lesson 1.4: Formatting Pictures

Lesson 1.5: Managing Pictures

Section 1: Review Questions

Section 2: Working with Shapes

Lesson 2.1: Drawing Shapes

Lesson 2.2: Working with Shapes

Lesson 2.3: Working with Text and Shapes

Lesson 2.4: Advanced Shape Tasks

Section 2: Review Questions

Section 3: Working with Advanced Graphics and Objects

Lesson 3.1: Inserting Text Boxes

Lesson 3.2: Inserting WordArt

Lesson 3.3: Creating SmartArt